Finding the right med spa EMR software means finding a solution that not only streamlines practice management but also enhances client care—all while maintaining necessary HIPAA compliance.
Here are the essential features to look for in medical spa management software to help your practice thrive in 2026.
1. HIPAA compliance
HIPAA regulations significantly impact med spa software requirements so that you can safely handle patients' protected health information (PHI).
Make sure platforms you're considering maintain full HIPAA compliance for:
Secure storage of client health information
Protected client communication channels
Access control management
HIPAA compliance is a critical requirement that protects both your practice and your clients. Software like Mangomint's Standard and Unlimited plans are fully HIPAA-compliant.
2. Advanced image markup for charting
Med spas require precise documentation capabilities that go beyond basic record-keeping. Advanced image markup features allow practitioners to track treatments with detailed visual charts using client photos or universal face and body templates.
This feature enables you to:
Mark injection sites, treatment areas, and progress points with precise annotations
Document before-and-after results for facial injections, laser treatments, and micro-needling procedures
Add detailed notes about products used, including batch numbers and expiration dates
Track client progress over multiple treatment sessions
Explain procedures to clients using personalized visual charts
Visual charting and Image Markup capabilities ensure accurate treatment documentation while providing clients with clear understanding of their treatment plans.
3. Streamlined manual booking
According to our 2024 research, 78% of med spa appointment bookings still occur over the phone or in-person. Look for tools that streamline your front desk operations by minimizing the need to collect personal details over the phone or after a consultation.
Key features of streamlined manual booking tools:
Clean, easy-to-use calendar interface for your staff to book appointments
Features to reduce manual bookings for your staff, like Mangomint's Express Booking™ that sends clients a digital link to complete their information and confirm their appointment
Make the most of phone and in-person bookings by making it easy on your front desk and your clients.
4. Convenient and secure online booking
While less common than manual bookings, online booking helps your med spa deliver a seamless client experience and ensure 24/7 scheduling access.
The best med spa software offers:
Login-free booking that doesn't require client accounts to make an appointment
Integrated payment processing and deposit collection
Customizable service menus with add-on options
A frictionless booking experience increases conversion rates for your med spa while reducing front desk workload.
5. Resource scheduling for med spa equipment
Med spa treatments often require specific equipment, qualified staff, and private rooms simultaneously. Resource scheduling prevents double-booking conflicts and ensures optimal utilization of expensive equipment.
Key resource management features include:
Equipment reservation tied to service bookings
Room assignment based on treatment requirements
Staff qualification matching for specialized procedures
Resource utilization reporting
Resource management helps avoid scheduling conflicts that create stressed staff and disappointed clients.
6. Advanced integrated forms
Comprehensive form management streamlines client intake and treatment documentation.
The best med spa management software includes:
Customizable, HIPAA-compliant intake forms and SOAP notes for treatment documentation
Integrated forms let you ditch the paperwork while ensuring complete treatment documentation.
7. Membership and package sales
Med spa memberships and packages generate predictable revenue while building client loyalty. According to Brenton Way, 65% of med spa clients are repeat clients, making membership and package offerings essential levers for growth.
Effective membership and package features include:
Customizable membership tiers and benefits
Tools for member-exclusive pricing and services
Automatic recurring payment processing
Tracking and usage monitoring & reports
8. Advanced POS payment processing
The average med spa client spends $500-700 per visit, making an efficient and secure POS crucial for operations and building client trust.
Your med spa POS should support:
Multiple payment methods, including cash, credit cards, and mobile payments
Split payments & partial charges
Pre-payment & deposit collection
Integrated tip processing
Secure card-on-file storage
9. Seamless staff management
Efficient staff coordination is essential for med spa operations, making advanced staff management features a huge consideration.
Staff management features to look out for:
Individual staff accounts with customizable permissions
Schedule management & availability tracking
Staff performance analytics and reporting
Role-based access control
10. Comprehensive client management
Client relationships drive med spa success. You need tools to help track client progress, retain records, & more.
Ensure your software includes client management features like:
Centralized client profiles with treatment history
Reporting is critical to tracking your med spa's performance. The right med spa software should have integrated reports available to you at the click of a button.
Helpful reports for med spas:
Revenue and payment analytics
Staff performance metrics
Inventory tracking reports
Client acquisition and retention data
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12. Inventory management
Med spas manage multiple inventory categories—from back-bar products to retail merchandise and treatment supplies.
Effective inventory management features include:
Multi-location inventory tracking
Product sales integration
Supplier management and built-in purchase order forms
Inventory cost tracking
Mangomint's retail and inventory management includes all of these features, plus customizable product-specific settings, customizable commissions, and more.
13. Built-in payroll processing
Med spa payroll can be complex due to varied compensation structures like commission, hourly rates, and tip distribution. Instead of integrating a third-party solution, look for integrated payroll tools designed to support med spas.
Integrated payroll processing should offer:
Support for multiple pay structures
Automated payroll calculations
Tax-compliance management
Direct deposit capabilities
Built-in features like Mangomint's payroll processing save you time (and admin headaches). Mangomint's payroll feature can sync with Quickbooks Online to make payroll even easier by automatically syncing data to keep your books up-to-date after every payroll run.
14. Automated marketing tools
Finding a med spa EMR with built-in marketing is essential to boosting med spa profits and helping grow your business. Having built-in tools for email and text marketing make it easy to stay connected to clients, while using all the data at your disposal without needing extra tools.
Look for advanced email and text marketing features like:
Pre-built template libraries
Targeted flows based on segmented client lists
Automated appointment reminders and follow-ups
Mangomint’s Campaigns and Flows features are great options for med spa email and text marketing—helping you tailor your messaging to the right clients at the right time.
15. In-app phone
Despite the growing popularity of online booking, many med spa clients still prefer to schedule appointments by phone. Having a phone system fully integrated with your med spa booking software significantly improves efficiency and organization.
With a phone that's fully synced with your client list, you can:
Call directly from a client's profile or instantly see who's calling
Automatically jump to the client's appointment timeline and book suggested appointments directly from the call
Keep track of call transcripts and notes, so that you can easily reference what you discussed on the phone with your client
Mangomint's phone call feature lets you initiate calls through the desktop and mobile app. Plus, you'll have one synced number for texting and calling, eliminating confusion for both clients and staff. Having one business line allows you to easily connect with clients and protect your personal time and phone number. No more late-night calls to your personal number. Using the Mangomint app, you can easily toggle on/off your availability to receive calls.
16. Web chat
Booking med spa services can be confusing for clients who don't know exactly what treatment they need. With a web chat feature, you can answer their questions directly on your website. This makes it easier to connect with new clients without requiring them to pick up the phone.
A built-in web chat feature allows your med spa to:
Connect with both prospective and existing clients via a convenient web chat on your website
Collect visitors' phone numbers for easy follow up over text or call
Send direct booking links to seamlessly convert website traffic into clients
Using Mangomint's Web Chat, you don’t have to juggle between screens, apps or devices. This feature is fully integrated with your scheduling, marketing, texting, booking notifications, and client management system.
How to choose the right med spa EMR software for your business
When deciding on med spa software, look for HIPAA-compliant platforms that include these features. It's helpful to make a checklist of the most important features for your business so that you find a platform that meets all your requirements.
Mangomint is designed for growing med spas looking for a HIPAA-compliant EMR with streamlined, all-in-one tools designed to make you more profit. The software combines powerful functionality with an intuitive interface that doesn’t bog you down.
Ready to see how Mangomint can help grow your med spa business? Start your free trial or schedule a personalized demo to experience these features firsthand.
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Josephine Hulburd Schultz is the Marketing Manager at Mangomint. With a degree in Business Management and Entrepreneurship, she focuses on transparent and impactful marketing that empowers salon and spa owners to grow their businesses and succeed. Fun fact: Josephine is obsessed with testing out new curly hair products and trying out unique nail art.
